Executive Secretary (Diversity)

Illinois State Toll Highway Authority•Downers Grove, IL

About The Position

The Illinois Tollway is dedicated to providing and promoting a safe and efficient highway system while delivering a high level of service to customers. It operates as a user-fee system funded by toll and concession revenues, not state or federal tax dollars. The organization’s goals include regional collaboration, economic promotion, financial integrity, environmental responsibility and sustainability, highway safety and efficiency, transparency and accountability, customer service, and public trust. In support of this mission, the Executive Secretary serves as a strategic partner to the Diversity Department’s leadership team. The role is the department’s first point of contact and provides high-level administrative support to senior leadership, helping ensure smooth daily operations. Responsibilities also include supporting project tracking, compliance reporting, stakeholder engagement, employee reimbursement processing, mandatory training and agency initiative tracking, and administrative, IT, and cross-departmental initiatives. The Illinois Tollway is an equal employment opportunity employer committed to creating a diverse environment. Applicants must document in their application or resume the experience claimed in supplemental questions; failure to do so or overstating experience may result in no credit or disqualification.

Requirements

High school diploma, G.E.D., or equivalent combination of education and experience.
At least five years of progressive experience in an administrative, coordination, or customer service role.
Excellent verbal and written communication skills.
Ability to manage and prioritize multiple tasks in a fast-paced, high-volume environment while meeting deadlines.
Ability to work effectively with stakeholders at all organizational levels.
Strong organizational, problem-solving, and critical-thinking abilities.
Proficiency with Microsoft Office and ability to learn and use CRM, workflow, project-management, and other digital collaboration tools.
Ability to work independently and contribute effectively to a collaborative team environment.

Nice To Haves

Associate’s degree.
Three or more years of experience as an administrative assistant to a senior leader at a large, complex organization.
Experience with CRM or project-management platforms such as Salesforce, Smartsheet, SharePoint, Teams, or equivalent tools.

Responsibilities

Serve as the initial point of contact for office inquiries, triaging issues for resolution or directing them to appropriate staff.
Prepare, modify, and proofread documents, including meeting agendas and materials, correspondence, articles, reports, and memos.
Schedule and maintain calendars for appointments, meetings, and travel.
Submit, reconcile, and track departmental expense reports and invoices.
Support coordination of the department’s relationships and communications with internal and external stakeholders.
Open, read, route, and distribute incoming mail and materials.
Organize, maintain, and procure office supplies and materials.
Complete special projects and other duties assigned by senior leadership.
Use CRM platforms, data-tracking tools, workflow systems, and program-management software to support project tracking, compliance reporting, and stakeholder engagement.
Process and track staff mileage reimbursements and employee travel reimbursements.
Track departmental annual training, compliance training, IT assignments, and other mandatory agency initiatives.
Support administrative, IT, and cross-departmental initiatives, including coordinating departmental tasks and assisting with system updates.